Special Assistant

Duties

Serves as a Special Assistant with overall responsibility for handling a wide range of administrative and executive support related tasks for the Chief Medical Information Officer and Deputy Chief information Officer for Health Information Systems and Decision Support (HISDS). As the Special Assistant, the incumbent has the responsibility for the correspondence control and management of administrative procedures. In additional to normal administrative functions, incumbent manages the executive's schedule and workload, prepares documents, presentations and talking points in advance, acts as gatekeeper, follows up on meetings, external contacts, stakeholders etc., and ensures a smooth facilitation and operations of the office. Plans, coordinates, and performs activities which contribute to the effective management of HISDS and the optimum utilization of resources. Ensures content reflects proper grammar and format prior to presenting for final approval.

Responsibilities include providing programmatic and policy related administrative support to the Chief Medical Information Officer and Deputy Chief information Officer. Assignments require the incumbent to maintain a personal and confidential relationship with senior management. Incumbent is responsible for handling sensitive and confidential special assignments. Assignments may entail interaction with higher ranking members within DHS senior leadership, other agencies, or with significant representatives of Congress and state, local, tribal, and private sector. Responsible for scheduling and making all appointments, drafting, proofreading, and/or preparing correspondence for signature, coordinating travel and conferences, development of itineraries, preparation of meeting minutes, and the development or coordination of formal briefing materials. Arrange and schedule meetings and video teleconferences, monitor the executive's e-mail for incoming requests for information and/or comment. Compile and prioritize e-mails and alert the executive. As a member of the HISDS team the incumbent will also support, training, audits, scribe meetings, managing short term and special projects and tasker responses. Must have experience with CONCUR and government travel requirements.

Requirements

Conditions of Employment

• Must be a current permanent Federal employee
• Must have supervisory approval to apply to the Joint Duty Assignment. DHS 250-2 Application Form under "required documents" section.
• Must NOT have any pending/outstanding disciplinary actions
• Must have achieved a minimum of "meet expectations/proficiency" on latest performance appraisal/evaluation
• Must be currently at the grade level of the detail. *No Temporary Promotion Opportunity*
• The program does not apply to members of the Military service or contractors.
  
  

Qualifications

Qualifications required:

• Mastery of the laws policies, and regulations of the administrative support field that are needed to apply new theories and developments to problems not susceptible to treatment by accepted methods, and to make decisions or recommendations that significantly impact administrative programs.
• Mastery of a wide range of methods for the assessment and improvement of complex administrative programs processes, and systems. Skill to plan, organize, and implement and critically evaluate administrative programs, plans, and proposals involving substantial agency resources, or that require extensive changes in established procedures.
• Expertise in developing integration and synchronizing initiatives between HISDS and the organizational components conducting mission business.
• Knowledge of DHS and national security policy, goals, and missions. Expert ability to analyze incoming tasks to ensure appropriate assignment and to analyze and assess proposed responses and products to ensure consistency with the mission and program direction.
• Expert knowledge of advanced management and organizational concepts, principals, practices, and their application to respond to of broad spectrum of policy or program administrative issues. Skill in interpreting complex policy guidance and conducting complex management studies where uncertainties exist and there is a need for change.
• Strong written and oral communications skills are required including proper grammar and formatting.
• Knowledge of computers, related office equipment, and their respective security requirements. Strong knowledge of and ability to employ Microsoft Office programs (Word, Excel, Outlook, PowerPoint, Internet Explorer, etc.) and Windows operating systems plus any management information system specifically designed for agency operations.
• Knowledge of Agile Principles and Project management.
• Knowledge of Information Technology and Information Management.
• Familiarity with Microsoft Teams.
  
  

Please read the following important information to ensure we have everything we need to consider your application:

It is your responsibility to ensure that you submit appropriate documentation prior to the closing date. Your resume serves as the basis for qualification determinations and must highlight your most relevant and significant experience as it relates to this Joint Duty assignment opportunity announcement.

Be clear and specific when describing your work history since human resources cannot make assumptions regarding your experience. Your application will be rated based on your resume.

Please ensure EACH work history includes ALL of the following information:

• Job Title (Include series and grade of Federal Job)
• Duties (Be specific in describing your duties)
• Name of Federal agency
• Supervisor name, email, and phone number
• Start and end dates including month and year (e.g. June 2007 to April 2008)
  
  

Education

EDUCATIONAL SUBSTITUTION: There is no educational substitution for this position.

Additional Information

• DHS does not offer any additional benefits beyond that which the Federal employee is already receiving.
  
  

If the position requires a security clearance, employees must have a SECRET or TOP SECRET clearance to placement AND must maintain that level of clearance while performing in the position.

Selected applicants for a JDA are requested to fulfill the items below during the JDA:

• Complete the DHS Training Course 15 days prior to the arrival to the JDA.
• Complete the DHS Joint Duty Assignment Progress Plan to include:
• Phase 1: Establish assignment objectives within the first 30 days of the JDA.
• Phase 2: Complete a self-assessment of the duties performed at the mid-point of the JDA.
• Phase 3: Complete a final review within the last 30 days of the JDA.